You have a great topic, a well-designed slide deck, and a confident voice. But how do you make sure your presentation fits the allotted time and engages your audience at the conference? Here are some tips for rehearsing and timing your presentation before the big day.
The first step is to plan your presentation structure based on your main message, your key points, and your desired outcome. A common structure is to start with a hook, introduce your topic and agenda, explain your points with evidence and examples, summarize your main takeaways, and end with a call to action or a question. Depending on the length of your presentation, you may need to adjust the number of points, the depth of detail, and the transitions between them.
I do a lot of half-day and full-day workshops. There is a bit of art to presenting at that length. Every 30 to 90 minutes, there has to be a sense of closure. Otherwise, it's very hard to retain that amount of material. And that's in person. Even 30 minutes is a long stretch without checking in and taking questions if it's a Zoom workshop. So, you have to repeat the helpful structural recommendations provided here within each block of instruction. Naturally, you also have to announce what the blocks of instruction will be upfront and not leave them guessing as to which one is currently being discussed.
The best way to rehearse your presentation is to practice it out loud, preferably in front of a mirror, a camera, or a friend. This will help you refine your content, delivery, and body language. You will also notice any filler words, awkward pauses, or unclear sentences that you need to eliminate or improve. Practicing out loud will also make you more familiar and comfortable with your material, which will boost your confidence and credibility.
I rehearse using Zoom. You can easily record yourself. I record just the audio and then go back and listen to myself and go through my slides manually. It’s easy to stop and put some things in the speaker notes. Things like key words or phrases and especially your transitions. Your presentation needs to flow. Good transitions make flow happen and keep you away from presenting “slides”. The the slides flow with your narrative, they support your narrative, they are not your content.
One of the most important aspects of rehearsing your presentation is to time yourself. You don't want to run out of time or finish too early, as this will affect your audience's attention and satisfaction. Use a stopwatch, a timer, or a software tool to measure how long each section of your presentation takes. Aim for a consistent pace and avoid rushing or dragging. If you are over or under the expected time, adjust your content, examples, or delivery accordingly.
The first thing I do when preparing for a timed presentation in front of an audience (virtual OR in-person,) is to accept the fact that I will be rehearsing the final text a LOT! Allow plenty of time ahead (weeks, even,) for this as timed rehearsing several times over will ultimately make you very comfortable when you are 'live'. I always try to have the organizers allow for time at the end to address questions - note: at the END, not during my presentation. With Zoom, it's easy for attendees to enter their questions in the Chat. With in-person events, a person with a mic is designated to attend to those with questions. For me, a typical one-hour presentation is 45 minutes followed by 15 minutes for Q&A. This has always worked well for us!
Another tip for rehearsing and timing your presentation is to use cues and reminders to help you stay on track and remember your key points. You can use notes, cards, or slides as visual aids, but don't rely on them too much or read from them verbatim. You can also use verbal cues, such as signposts, summaries, or questions, to signal the transitions and the main ideas of your presentation. These cues and reminders will help you keep your audience engaged and focused.
The final tip for rehearsing and timing your presentation is to simulate the conditions of the conference as much as possible. This means using the same equipment, format, and environment that you will have on the day. For example, if you are using a projector, a microphone, or a clicker, practice with them beforehand. If you are presenting online, test your internet connection, audio, and video quality. If you are presenting in person, find out the size, layout, and lighting of the room. By simulating the conditions, you will be prepared for any technical or logistical issues that may arise.
The last step before the conference is to review and refine your presentation based on your rehearsal feedback. You can ask for constructive criticism from a colleague, a mentor, or a coach, or you can watch or listen to your recorded practice. Identify your strengths and weaknesses, and work on improving them. You can also make any final changes to your content, design, or delivery that will enhance your presentation. Review and refine your presentation until you are satisfied and ready to impress your audience.
One of the best tips I've received over the years of presenting has been to state the goal of your presentation in the first minute or two. I try to do this with videos as well. At the end of your presentation, wrap it up by repeating the goal followed by a statement made with confidence that you hope you've delivered on it! If you've rehearsed enough, you will have achieved success.